Finance Officer

Detailed job description and main responsibilities

Accounts Receivable:

• Maintenance of the periodical income register and the raising of related sales invoices, ensuring that all debtor records are accurate and kept up to date
• Critically analyse and verify sales invoice requests. Ensure supporting information is validated prior to invoice being raised. Valid debtor request should be action within 2 working days
• Ensure invoices and credit notes raised are accurate, and Output VAT has been included where appropriate in line with Custom and Excise regulations
• Proactively perform credit control actions to reduce the aged debtors to a minimum level. Keep accurate records of correspondence with customers and keep an issues and query log for follow up actions by team members and management
• Ensure that Accounts Receivables reminder letters are posted each day and monthly statements are despatched after closedown
• Respond to telephone queries from other departments within the Trust and external customers
• Maintain records of outstanding queries and agreed actions on the financial ledger using the notes function attached to customer records
• Follow up outstanding debtor accounts and, where appropriate, in consultation with the Finance Team Leader, refer debts to a debt collector or the Trust's solicitors and liaise with them on the appropriate action to tak
• Bring any debt risks to the attention of the Finance Team Leader and senior management
• Ensure Purchase Ledger Suppliers’ Amendments are action in accordance with set procedures and with the NHS Counter Fraud Authority’s guidance. These amendments are to be authorised by the Financial Accounts Assistant
• To produce and maintain clear standard procedure notes (SOPs) for all aspects of the function.

Accounts Payable:

• Ensure all purchase invoices are registered and processed within 2 working days of receipt. Where invoices have been received without an official order these should be returned to the supplier directly. Details of non-compliance should be brought to the attention of the Finance Team Leader
• Input VAT should be assessed for each invoice and COS recovery reference should be clearly visible on the document making sure that VAT is recovered first time at all times. Invoice Prepayments should also be considered, and identified and brought to the attention of the Team Leader
• Reconcile Suppliers’ statements for reviews by the Finance Team Leader using Excel spreadsheets
• Scan or file computer output, processed accounts/invoices and other records as appropriate per the Department of Health and Social Care’s Records Retention guidance
• Respond to telephone queries from other departments within the Trust and external suppliers
• Ensure the unprocessed invoice report is reviewed weekly and provide detailed reports to the Finance Supervisor of long standing issues. Actively chase approval or goods receipting from budget holders, budget managers and Procurement colleagues to ensure timely payment of invoices
• Review the Good Received Not Invoiced (GRNI) report monthly and identify to the Finance Team Leader those requiring reversal. The reason for the reversal should be documented for audit purposes
• Maintain records of outstanding queries and agreed actions on the financial ledger using the notes function attached to supplier records
• Prevent late payment interest, legal letters and court summons from being pressed upon the Trust by ensuring all queries are resolved in a timely manner
• To produce and maintain clear standard procedure notes (SOPs) for all aspects of the function

Goods and Service Receipting:

• Responsible for ensuring that GRN procedures in respect to receipting of all non-stock goods ordered via blanket/value and ad-hoc orders are followed
• Liaise with Purchasing staff and other Stores Staff to resolve any problems associated with goods receipting and ordered goods
• Liaise with Accounts Payable section in respect to queries over goods receipting and invoicing as required
• Regularly monitor the unprocessed invoice report, and take action to rectify any receipting issues preventing invoices from processing and payment
• Actively monitor the value orders against usage via the Integra order level workflow, and liaise with relevant budget holders as necessary
• To promote the adherence to the No-PO-No-Payment Policy
• Liaise with external Suppliers to resolve queries over goods receipting and invoicing as required
• Resolve customer queries and complaints
• Responsible for date stamping and distribution of mail relating to purchasing and receipts section as required; and for scanning and attaching these onto the financial system
• Responsible for the production and reviews of the Standard Operating Procedures (SOP) relevant to the post
• Any other duties designated by the Finance Team Leader and agreed with post holder

General Duties (Payables and Receivables):

• To assist in the Agreement of Balances process, responding to statement queries and ensuring the escalation of disputed balances
• Update the Authorise Signatory Database (ASD), ensuring all leavers are removed and cost centres are added to all existing signatories
• To assist with any improvements and developments within the department
• Provide cover in respect of Residents’ Financial Services and ISF day-to-day operations
• To provide cover to the Cashiering function at the Trust’s Finance Department as require
• Filing, archiving and general administration